Colgate University
Facilities Department
13 Oak Drive • Hamilton, NY 13346-1398
(315) 228-7130
Guidelines for Event Service Requests / Work Orders
What types of events warrant a service request / work order?
- If you are having food at your event:
o Why? Even if you plan on cleaning it up yourself, we should have one in case there is an
accidental spill. A work order also lets us know that we have to go back and check the
room before the next person uses it. There may be cleaning and / or trash removal needed
after your event. Some rooms only get cleaned 1 time per day, so it may not get checked
after your event unless we have a work order to let us know.
o Charge? If there ends up being minimal (under a half hour) clean up our staff will not
charge time to your work order. It will be cancelled and you won’t have to pay anything.
- If you are rearranging the room and /or need extra tables / chairs or other items:
o Why? If you rearrange the room and are not planning on putting it back how you found
it, you should be putting in a work order. As with food events, a work order lets us know
that we have to go back and check the room to make sure it is clean and reset it before the
next group comes in.
o Charge? As with food events, if the reset is minimal then we will cancel the work order
and you will not have to pay anything.
When submitting a work order for an event please include the following information with the
submission:
- Special event work orders require AT LEAST a 24-hour advance notice. It may require us to
schedule overtime. Work orders must be submitted by a professional faculty/staff member.
- In the title, please give your event a name and include the date: ie; “Facilities Appreciation Lunch
9/13/16)
- A budget code
- The date and time of the event (starting and ending time)
- All locations that are being used
- Who the caterer is
- What time the caterer plans on setting up (this will affect the time we do the set up)
- Description of the room set up needed. We also would like a drawing if possible.
- Whether or not you would like custodial coverage during the event
- Who the contact should be for any questions about the event and a reachable phone number.
- If you are having a caterer for your event we also need to know when they will be removing their
equipment from the room
o If your caterer is unable to come back right after the event and remove their equipment
you must coordinate a location where that can be stored until they arrive. Departments
are responsible for ensuring that the catering equipment is moved to the coordinated
location.
- If you are having rentals delivered we need to know the date / time of drop off and pick up.
o If the rental company is unable to come back right after the event and remove the items, it
is your responsibility to coordinate with any other people who have reserved the space
between the time your event ends and their event.
- If you are having a band or DJ, please send their Rider sheet to confirm we can provide the proper
electrical support
ALANA Cultural Center – Multi-Purpose Room
Existing Items in Space:
- Chairs – plastic stacking (80) - Trash cans (4)
- Podium - Recycling Bins (4)
Notes/ Answers to Commonly Asked Questions:
- Existing furniture cannot be removed from the space as there is no storage for it anywhere in the building.
- Maximum of (8) 8foot tables and 80 chairs or (4) round tables and 40 chairs can be put into the space for dining (10
people per table)
- Or room can be set up theatre style with the 80 chairs
- Please refer to EMS for additional photos of the room as well as specific information on capacity and special requirements.
Benton Hall – 200 (Seminar Room)
Benton Hall Room 200 has 4 pre-designed set ups that can be chosen from using furniture existing in the space. Please mark off which
you will be using and also include any additional items needed.
Items Available For Use:
- Rectangular tables (16) - Chairs – cloth style (8) - Mobile TV stands (2)
- Half-circle tables (4) - Rolling chairs; (50)
- Small trash can (1) - Mobile dry-erase boards (2)
Notes/ Answers to Commonly Asked Questions:
- Set up of tables & chairs must be coordinated through Facilities with a work order
- Set up of podium and mobile TVs must be coordinated through ITS
- There are 8 soft-seating chairs and several tables in the room that will stay in the space (pushed to the side if not being used)
- Please refer to EMS for photos of the room as well as specific information on capacity and special requirements.
* Please note that the half-circle tables are shared between 213 & 200. This means that if two events are booked at the same time, only one will be able to use these tables.
Benton Hall – 213 (Career Commons)
Benton Hall Room 213 has 5 pre-designed set ups that can be chosen from using furniture existing in the space. Please mark off which you would
like to use and include any additional items needed.
Existing Items in Space:
- Rectangular tables (24) - Tall chairs (22)
- Curved tables (4) - Chairs – cloth style (8)
- Half-circle tables (4)* - Rolling chairs; (66)
- Trash brutes (1)
Notes/ Answers to Commonly Asked Questions:
- Set up of tables & chairs must be coordinated through Facilities with a work order
- Set up of the podium and mobile TVs must be coordinated through ITS
- There are 8 soft-seating chairs and several tables in the room that will stay in the space (pushed to the side if not being used)
- Please refer to EMS for photos of the room as well as specific information on capacity and special requirements.
* Please note that the half-circle tables are shared between 213 & 200. This means that if two events are booked at the same time, only one will be able to use these
tables.
Bryan Complex - Edge
Existing Items in Space:
- Chairs – lobby style (24) - Tall chairs (8)
- Soft seating chairs (10) - Tall round tables; 2.5’ (4)
- Round tables; 3.5’ (6) - End tables (2)
- Recycle / trash stations (2)
Notes/ Answers to Commonly Asked Questions:
- Regular round tables can accommodate 4 people; tall round tables can accommodate 2 people.
- Existing furniture may not be removed from the Edge area
- Please refer to EMS for specific information on capacity and special requirements.
Case Library – Batza Room (560)
Existing Items in Space:
₋ Chairs – folding desk chair style (72)
₋ Tables for seating; 5’ x 30” (18)
₋ Tables for catering (4)
₋ Computer Station
₋ Garbage Cans (2 large, 2 small)
₋ Recycle Bins (2)
Notes/ Answers to Commonly Asked Questions:
₋ The standard room set up is shown in the photo on the right.
₋ There are always 4 tables set up in the back of the room that can be used for catering needs
₋ Tables can accommodate 4 people (2 per side)
₋ Existing furniture may not be removed from the room
₋ Please refer to EMS for specific information on capacity and special requirements.
O’Connor (COOP) Conference Room
Existing Items in Space:
- Tables; 3’ x 3’ (12) - Trash cans (2)
- Chairs – desk chair with casters (37) - Recycle bins (1)
Notes/ Answers to Commonly Asked Questions:
- The normal setup of this space consists of the tables set up in a square with chairs around (25 max). The room
can be reconfigured to accommodate additional seating. Each table can fit 4 chairs around it.
- Existing furniture cannot be removed from the space as there is no storage for it anywhere in the building
- Please refer to EMS for additional photos of the room as well as specific information on capacity and special
requirements.
O’Connor (COOP) TV Room
Existing Items in Space:
- Tables; 5’ (10) - Trash cans (4)
- Chairs – wooden lobby style (60) - Recycle bins (2)
- Soft seating chairs (8)
Notes/ Answers to Commonly Asked Questions:
- Existing furniture can be removed from this space.
- When this room is emptied the maximum capacity we can fit includes: (10) 6ft round tables and 100 chairs or
(11) 8ft banquet tables with 110 chairs (110 is the room occupancy limit).
- Please refer to EMS for additional photos of the room as well as specific information on capacity and special
requirements.
Curtis Hall – Lobby
Existing Items in Space:
- Soft seating chairs (9)
- Bench seats; seating for 2 (2)
- Table; between bench seats (1)
- Garbage / recycle stations (2)
Notes/ Answers to Commonly Asked Questions:
- This space is to be used by Residential Life only for Ciccone
Commons programming
- Any events taking place in this space need a work order
Ho Science Center Atrium
Existing Items in Space:
- Chairs – metal lobby style (40) - Couches (2)
- Small square tables; 3’ x 3’ (10) - Trash cans (2)
- Soft seating chairs (20) - Recycle bins (2)
- Small round coffee tables (7)
Notes/ Answers to Commonly Asked Questions:
- Each table existing in the space can accommodate 4 chairs.
- Existing furniture cannot be removed from the space as there is no storage for it anywhere in the building
- (4) 8ft tables and 40 chairs can be added to the space to make the seating 80 total (not including soft seating).
- Please refer to EMS for additional photos of the room as well as specific information on capacity and special requirements.
J.C. Colgate – Clark Room
Existing Items in Space:
- Rectangular banquet tables; 8’ (1)
- Rectangular banquet tables; 6’ (35 from HOP)
- Round tables; 6’ (30 from HOP)
- Chairs – cloth dining style (348 from HOP)
- Trash brutes (1)
- Recycle brutes (1)
- Coat rack (3)
Notes/ Answers to Commonly Asked Questions:
- Set up of tables & chairs must be coordinated through Facilities with a work order
- A maximum of 10 chairs can be placed around a round table
- A maximum of 6 chairs can be placed around a rectangular banquet table
- Set up of podium must be coordinated through ITS
- Please refer to EMS for photos of the room as well as specific information on capacity and special requirements.
J.C. Colgate – Donovan’s Pub
Existing Items in Space:
- Soft seating chairs (8) - Square tables (12)
- Soft seating couches (2) - Tall square tables (14)
- Chairs – dining style (48) - Round table (1)
- Tall chairs – bar style (27) - Tall round tables (4)
- Bar stools (28) - Pool table (1)
Notes/ Answers to Commonly Asked Questions:
- This area cannot be used without coordination through Chartwells
- A wooden cover is available for pool table if needed to be used as a buffet for food
- Existing furniture cannot be removed from the space as there is no storage anywhere in the building
- If this space needs to be unlocked that should be coordinated through Chartwells. Facilities staff members are unable to
unlock the space because it falls under the responsibility of our dining service.
J.C. Colgate – Hall of Presidents
Existing Items in Space:
- Round tables; 6’ (30)
- Rectangular banquet tables; 6’ (35)
- Trash brutes (4)
- Recycle brutes (2)
- Chairs – cloth dining style (348)
- Coat rack (3)
- Stage: 4’ x 6.5’ pieces (12)
- Stage skirting
Notes/ Answers to Commonly Asked Questions:
- Any set up of tables, chairs & stage must be coordinated through Facilities with a work order
- A maximum of 10 chairs can be placed around the round tables
- A maximum of 6 chairs can be placed around the rectangular banquet tables
- Set up of podium must be coordinated through ITS
- We can fit no more than 4 round tables across the width of the space
- Please refer to EMS for additional photos of the room as well as specific information on capacity and special requirements.
Merrill House – Private Dining Room
Existing Items in Space:
- Chairs – dining style (10)
- Round / oval table with 3 leaves
- Bench seat (1)
Notes/ Answers to Commonly Asked Questions:
- This area cannot be used without coordination through Chartwells
- Table can accommodate 10 people max
- Existing furniture cannot be removed from the space as there is no storage anywhere in the building
- If the kitchen is needed that needs to be coordinated through Chartwells. Facilities staff members are unable to unlock that space because it falls under the
responsibility of our dining service.
- Please refer to EMS for specific information on capacity and special requirements.
Merrill House – Small Dining / Meeting Room
Existing Items in Space:
- Chairs – dining chairs (20)
- Large round / oval table with 10 leaves
- Bench seat (1)
- Couch (1)
Notes/ Answers to Commonly Asked Questions:
- This area cannot be used without coordination through Chartwells
- Table can accommodate 20 people max
- Existing furniture cannot be removed from the space as there is no storage anywhere in the building
- The table in this space is antique and should be moved as little as possible to prevent damage. The table can only be moved by facilities. Leaves should not be
put in or removed by anyone except facilities staff.
- If the kitchen is needed that needs to be coordinated through Chartwells. Facilities staff members are unable to unlock that space because it falls under the
responsibility of our dining service.
- Please refer to EMS for specific information on capacity and special requirements.
Merrill House – Dining Rooms A&B
Existing Items in Space:
- Chairs (44)
- Large round tables (2)
- Small round tables (3)
- Square tables (6)
- Bench seat (1)
- Tables can accommodate seating up to: large round (8 at one, 6 at other); small round (2); square (4)
Notes/ Answers to Commonly Asked Questions:
- This area cannot be used without coordination through Chartwells
- Existing furniture cannot be removed from the space as there is no storage anywhere in the building
- If the kitchen is needed that needs to be coordinated through Chartwells. Facilities staff members are unable to
unlock the space because it falls under the responsibility of our dining service.
- Please refer to EMS for specific information on capacity and special requirements.
Parker Apartment – Commons
Existing Items in Space:
- Chairs – metal frame lobby chairs (90)
- Round tables; 6’ (8)
- Rectangular tables; 8’ (4)
- Garbage cans (1)
- Recycle station (1)
Notes/ Answers to Commonly Asked Questions:
- Space can accommodate an additional (7) 6’ round tables
- The existing round tables can seat up to 10, but 8 per table is the recommendation for this space
- Please refer to EMS for specific information on capacity and special requirements.
